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acq:lineitemshowto [2020/03/02 18:26] – [PINES Required Fields] tlittleacq:lineitemshowto [2023/01/16 12:58] (current) – [Required Fields] tlittle
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-====== Line Items: How To... ======+====== Line Items: How-To... ======
  
-===== Link an item to the catalog ===== +===== Use the batch updater =====
-You can link a line item on a selection list to a corresponding MARC record in the catalog.+
  
-The //link to catalog// option enables you to search for a matching record and link the line item to it. The catalog record replaces the record originally used to create the line item. When Import Bibs and Copies is used, the copies are attached to the linked record in the catalog.+The batch updater is the way that we can add specific pieces of information to multiple copies at one time.
  
-1. Open a selection list or purchase order.+If you want to apply a specific attribute to multiple line items (and their copies) at once. That's located in **Actions->Batch Update Items on Selected Line Items**.
  
-2. On the line item you would like to link, click //link to catalog.//+{{:acq:pasted:20230115-165758.png?direct&300}}
  
-3. The //Locate Bib Record// search box will open in a new tab or window, depending on your browser choices. 
  
-4. By default the search box contains the item's ISBN, title, and author. Adjust your search terms as necessary.Use of a single search term is the most fruitful method of locating an existing bib record. You should begin by deleting all search terms except the ISBN.+<note>The main thing to remember about the batch updater is that it **REPLACES** values, it doesn't add onto.</note>
  
-<note>If you need to search by an uncommon term, such as TCN, delete all terms in the box and write: Identifier|tcn:xxxx.</note>+So if you have 1 copy on a line item with no circ mod, and you use the batch updater to add a circ mod it is //replacing// the previous value of nothing with the value of book/av/whatever. It will not //add// another copy with a different circ mod.
  
-{{  :acq:manual:6_lineitem_linktocat_4.png?nolink&  }}+And if you have a value that already exists (e.g. like a fund) it will overwrite what is there already.
  
-5. Click //Search.//+----
  
-6. If there are results, //View MARC Select// appears. Although they appear on the same line together, View MARC and Select are two separate functions. //View MARC// allows you to view the MARC record that is your search result; and //Select// allows you to link the record found with the line item.+==== Required Fields ==== 
 +When you're adding attributes (branch/fund/etc) to your line items, there are a few fields that have required values to use vs. what you might normally use locally.
  
-{{  :acq:manual:6_lineitem_linktocat_5.png?nolink&  }}+**Shelving Location**\\ 
 +Shelving location should always be left BLANK. There is a PINES-level setting that will apply the correct ON ORDER shelving location once you have submitted your orders.
  
-If there are no results, you will return to the search screen.+**Circulation modifier**\\ 
 +Circulation modifier should always be left BLANK. There is a PINES-level setting that will apply the correct circ modifier once you have submitted your orders.
  
-7. Click //View MARC// to view the MARC record of your selection. Click //Hide// to hide the MARC record.+----
  
-{{  :acq:manual:6_lineitem_linktocat_6.png?nolink&  }} 
  
-8. If you are satisfied that the record is for the same item, click //Select// to link it to the record on the selection list or purchase order.+===== Cancel/Suspend ===== 
 +See **[[acq:cancelsuspend|Cancel/Suspend]]**
  
-9. The screen will reload and the line item will display with a //catalog// link. +----
- +
-The line item is now linked to the MARC record in the catalog. This is the record that the holdings will attach to when you [[acq:acq:addrecords#load_marc_order_records|Load Bibs & Copies]] into the catalog. +
- +
-{{  :acq:manual:6_lineitem_linktocat_7.png?nolink&  }}+
  
-<note warning>If you are activating an order and loading bibs and copies (by hitting Activate or Actions->Load Bibs and Items) you **<fc #ff0000>cannot</fc>** have ANY line items that say "link to catalog." They must all show as "catalog." If they do not your order will not activate and/or all of your bibs and copies may not be loaded.</note>+===== Receive/Unreceive =====
  
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+See **[[acq:receiving|Receive/Un-Receive]]**
  
 ---- ----
  
 +===== Add Copies =====
 +While your purchase order is still in Pending status, you're able to add and remove copies from line items. You can see if a line item already has a quantity set by looking at the Items link on the line item.
  
-===== Use the Line Item Worksheet ===== +{{:acq:pasted:20230115-171621.png?direct&500}}
-The Line Item Worksheet is designed to be a printable sheet that contains details about the line item, including alerts, notes, number of holds, and distribution information. The system fills in the worksheet as a line item goes through the acquisitions process. This worksheet can be placed in an item that is sent to cataloging or processing.+
  
-1. Open a selection list or purchase order.+If you use 9xx tags in your downloaded vendor carts, your line items might start out with quantities already auto-populated from your vendor carts. There are three different ways to add copies onto your line items: 
 +  - The **[[acq:lineitemshowto#use_the_batch_updater|PO-level batch updater]]** 
 +  - The **[[acq:lineitemshowto#items_detail_area|Items Detail Area]]** 
 +  - The PO-level **[[acq:lineitemshowto#add_items_updater|Add Items Updater]]**
  
-2. Click the //worksheet// link on the line item for which you would like to view the worksheet.+Which of these methods you use depends on what information you already have and what you're trying to enter.
  
-{{  :acq:manual:6_lineitem_worksheet_8.png?nolink&  }}+**Use the PO-level batch updater when:** 
 +  * You want to update just one (or more) fields on multiple line items, with the same value for each
  
-3. The line item worksheet will appear.+**Use the Items detail area when:** 
 +  * You need to apply different information to different line items (EX: not all line items have the same branch) 
 +  * You have multiple copies on one line item and they need different information per copy (EX: 1 copy for BranchA with BranchA-Adult fund, 1 copy for BranchB with BranchB-Adult fund, etc)
  
-{{  :acq:manual:6_lineitem_worksheet_9.png?nolink&  }}+**Use the PO Add Items Updater when:** 
 +  * You want to create additional copies to one or more line items, where the same information will be applied to them all
  
-4. The worksheet can be printed by clicking //Print Page// in the top right hand corner. 
  
-5. When you are finished, click //Return// to return to your selection list or purchase order.+----
  
  
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+==== Items Detail Area ==== 
 +To access the Items Detail area of a line item, you can click on the **Items** link on an individual line item.
  
-----+{{:acq:pasted:20230115-165913.png?direct&500}}
  
-===== Add a copy to a line item ===== +Here you'll see fields that you can update for this particular line item. You'll also notice there is a batch updater here, if you are applying the same value across all your copies on this line item.
-By default, line items have no copies attached to them. If a default for the number of copies has been specified for the provider in the **[[acq:providers#create_a_provider|provider record]]**, then when line items are added to a purchase order the default number of copies is automatically added to each line item.+
  
-<note>If you use the 962 holdings tag with your MARC imports to include quantity, you may also start out with copy quantities.</note>+{{:acq:pasted:20230116-073036.png?direct}}
  
-You are able to add copies to line items on a selection list or a purchase order that has a //Pending// status.+You can change any of these fields individually (like branch or fund).
  
-<note warning>Copies should never be added once a purchase order has been activated.</note>+<note warning>Do NOT add values to the Call Number or Barcode fields. These will be supplied automatically by Evergreen when you activate your order.</note>
  
-You can see how many copies are assigned on a line item via the Copies link.+If you need to add more copies to this particularly line item, you can change the number in the Item Count box and click Apply, and it will add more lines below.
  
-{{:acq:pasted:20181022-131326.png?direct&400}}+{{:acq:pasted:20230116-073230.png?direct&400}}
  
-Copies can be added to line items in two ways:+If you need to take away any lines, you can click the red trash can next to any line to delete it.
  
-  * Via the **[[acq:lineitemshowto#use_the_batch_updater|Line Item Batch Updater]]** on a purchase order +Once you've made all of your changes, be sure to click the green **Save Changes** button on the far right, otherwise you'll lose all your edits.
-  * Via the Copies link on a selection list or purchase order+
  
-The method that you use to add copies will depend on what you're trying to do with the items.+{{:acq:pasted:20230116-073329.png?direct}}
  
-**Use the batch updater when:** 
-  * You want to add just 1 copy to each line item OR 
-  * You want to add multiple copies on one line item that all use the same branch AND fund 
-  * You are using **[[acq:adminsettings#distribution_formulas|Distribution Formulas]]** to add multiple copies with different branches and/or funds 
  
-**Use the Copies link when:** +----
-  * You need to add more than one copy on a particular line item that use different branches and/or funds+
  
-**To Add Copies via the Copies link**  +==== Add Items Updater ====
  
-1. Open a selection list or purchase order. 
  
-2. Click the //Copies//  link on the line item you would like to add copies to. This will take you to the //Copies//  screen.+The Add Items Updater is most useful when you're trying to **add** copies to multiple line items at once, with the same info across all of them.
  
-{{  :acq:manual:6_lineitem_addcopy_11.png?nolink&  }}+So if you have line items with no quantity, you could use the Add Items updater to add 1 quantity (plus other attributes like branch/fund/etc) to your line items. In this circumstance, the regular batch updater would do the same thing because replacing 0 with 1 still makes 1.
  
-3. Enter the number of copies you would like to order into //Item Count//  and click //Go.// +However, it differs when you already have quantities set. So if you have line items with 2 copies already and you use the Add Items updater with a quantity set of 1, you would update those line items to have a quantity of 3.
  
-{{:acq:pasted:20181022-132715.png?direct&400}}+The Add Items updater can be found through **Actions->Add Items to Selected Line Items.**
  
-A line will be created for each copy. See these below (in the blue square). Using the dropdowns, you can add the necessary information for each copy individually. This is helpful if each copy has differences, such as in funds, that aren't in the "normal" workflow.+{{:acq:pasted:20230115-172554.png?direct&300}}
  
-{{:acq:pasted:20181022-133125.png?direct}}+You'll notice that here we have another batch updater, simply to make it easier if you're working with multiple copies that you're wanting to add.
  
-You'll notice that there is also a batch updater on this screen (circled in red) that works exactly the same as the **[[acq:lineitemshowto#use_the_batch_updater|line item batch updater]]**. This applies any settings you add to all the copies below it.+{{:acq:pasted:20230115-172956.png?direct}}
  
-5. **Leave the barcode field blank**. Evergreen will assign the copy a temporary barcode when the order is activated.+When using the Add Items updater, the Item Count box is particularly important since that's how many copies it's going to add onto your selected line items. It will default to one.
  
-7. Once you have entered all the desired information, you __must__ click //Save Changes// or your information will not be saved.+{{:acq:pasted:20230115-173128.png?direct&300}}
  
-{{:acq:pasted:20181022-133706.png?direct&400}}+Once you've entered the correct quantity that should be added, you'll want to make sure your changes show in the lines below the batch updater.
  
-8. Click //Return//  to return to your selection list or purchase order.+{{:acq:pasted:20230116-062838.png?direct}}
  
-9. The Copies  link will now reflect the number of copies that you've added to this line item.+Since this time we're adding completely new copies, you'll want to fill out all the information that should be on the copy, including: Correct branch, fund, and circ modifier (if you use on-order holds).
  
- +Then you can click the green Apply button, and those copies will be added to the line items you selected.
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+
  
 ---- ----
  
-===== Add an alert =====+===== Link to catalog ===== 
 +When you do your uploads through Load MARC Order Records, the piece of the upload process that takes the longest is that Evergreen looks at each title in your cart and then checks against our current catalog to see if there's a matching record. If there is, it links that line item to it and then goes to the next title. If there's no match, it creates one and then goes to the next title.
  
-Alerts are pop-up messages that appear when an item is received. Alerts also display on the [[acq:lineitemshowto#use_the_line_item_worksheet|Line Item Worksheet]] for the item.+So this process of linking to catalog records is primarily done by your uploads. But there are circumstances where you'll need to manually link one of your line items to a catalog record.
  
-<note important>Alerts will not pop-up if they are added after the purchase order is activated.</note>+<note important>This does not apply if your entire PO has line items that say "link to catalog." In that case either your upload isn't complete, or there was an error with it. Either wait for your upload to finish, or try your upload again.</note>
  
-1. Open a selection list or purchase order.+1. Open your purchase order with the line item.
  
-2. Click the //Notes//  link.+2. On the line item, click "Link to catalog."
  
-{{  :acq:manual:6_lineitem_alert_14.png?nolink&  }}+{{:acq:pasted:20230116-063738.png?direct&400}}
  
-3. Click //New Alert.//+3. You'll get a popup that includes information about the line item, like its title, author, and the identifier number if it has one.
  
-4. Choose an alert code from the drop down menu. These Line Item Alert [link] codes are created by your Acquisitions Administrator.+{{:acq:pasted:20230116-063833.png?direct&400}}
  
-{{  :acq:manual:6_lineitem_alert_15.png?nolink&  }}+4. Click Submit.
  
-5. Add additional comments if you desire.+Basically this is going to do a search of the catalog, so think of it in a similar way as if you were doing a search yourself. If these search terms don't end up getting you an appropriate record, you can add/delete information. EX: If including the ISBN means you don't get results, delete the ISBN:XXXX part of the field.
  
-6. Click //Create.//  The alert will display on the screen.+5. You'll get results in a list of possible record matches. You can use the white **View Marc** button for the record to pop out to the right so you can decide if it's a good match for your title you're ordering. 
 +{{:acq:pasted:20230116-064140.png?direct}}
  
-7. Click //Return//  to return to the selection list or purchase order.+This is the record that your acquisitions copies will be attached to once you order, so make sure that it's representative of the title that you're ordering as best as you can.
  
-{{  :acq:manual:6_lineitem_alert_16.png?nolink&  }}+6. Once you've decided which record is the best, click the green **Link** button next to that record. The popup will disappear, your PO will reload, and your line item is now linked to that catalog record.
  
-8. A red flag will now appear to the right of the //Notes//  link and the //Notes (0)//  link will update to display the total number of alerts and notes for the line item.+----
  
-{{  :acq:manual:6_lineitem_alert_17.png?nolink&  }}+===== Delete a line item ===== 
 +1. Open your purchase order.
  
 +2. Check the boxes of the line item(s) that you want to delete. You can either select specific line items, or use the **Line Items in Page** or **All Line Items** checkboxes.
  
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+3. In the actions menu, select **Actions->Delete Selected Items**.
  
-----+4. You'll get a confirmation box to confirm that you want to delete the selected line items. Primarily you'll want to make sure that (a) you are intending to delete these line items and you didn't choose this on accident, and (b) that the expected number of line items are showing. That is, if you intended to delete one and it shows you have 20 selected, you should Exit.
  
-===== Add a note =====+{{:acq:pasted:20230116-064806.png?direct&300}}
  
 +----
  
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+===== Add notes and alerts ===== 
 +==== Notes ==== 
 +You can add an informational note to all or specific line items. This could be a note for yourself for later, a note for someone receiving the item, or you can make a particular note vendor-public to send to a vendor in an EDI order.
  
-----+**To add a note to one line item:**
  
-===== Cancel/Suspend a line item ===== +1. On the line item that you want the note to apply to, click **Notes and Alerts**.
-See the section on **[[acq:cancelsuspend|Cancel/Suspend]]**.+
  
 +2. You'll see an area dropdown where you can enter both Notes and Alerts. Notes is on the left. Enter your Note text.
  
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+{{:acq:pasted:20230116-065735.png?direct}}
  
-----+3. If you want the note to be passed to the vendor in your EDI order, click the "Note is vendor-public" ticky box.
  
-===== Use the Line Item Actions menu =====+<note>Don't use this option unless you know it has already been set up to send via EDI by the PINES Acquisitions Specialist.</note>
  
 +4. Click the green **Create Note** button.
  
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+5. You'll now see the counter by your line item's **Notes and Alerts** has gone up, and you can see your Note text below.
  
 ---- ----
  
-===== Delete a line item ===== +**To add a note to one or more line items:**
-<note warning>Line items can only be deleted from selection lists or purchase orders with a //Pending// status.</note>+
  
-<note warning>Be sure you want to delete the line item as there is no warning message and once deleted line items cannot be un-deleted.</note>+1. Select the line items that you want the note to be applied to.
  
-1. Open a selection list or purchase order.+2. The Note field is at the top of the PO. You can enter your note text in the main field. 
 +{{:acq:pasted:20230116-065219.png?direct&400}}
  
-2. Check the box(es) of the line item(s) you would like to delete. You can either check the box next to specific line items, or if you are selecting all line items you can click the blue checkbox at the top of the line items area to select all.+3. If you want the note to be passed to the vendor in your EDI order, click the "Note is vendor-public" ticky box.
  
-{{:acq:pasted:20181022-140344.png?direct&250}}+<note>Don't use this option unless you know it has already been set up to send via EDI by the PINES Acquisitions Specialist.</note>
  
-3. Using the main //Actions// menu, select **Actions → Delete Selected Items**.+4. Click **Apply to Selected.**
  
-{{:acq:manual:6_lineitem_delete_41.png?direct&250}}+5. Your PO will reload, and you'll notice that the counter next to **Notes and Alerts** on your line item has gone up. You can click that to see your note.
  
-4. Your line item and the history associated with it will disappear. +{{:acq:pasted:20230116-065516.png?direct}}
- +
- +
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+
  
 +To close the Notes and Alerts area, click the red X on the far right.
 ---- ----
  
-===== Use the batch updater ===== +==== Alerts ==== 
- +Alerts are pre-defined messages that can popup whenever a line item is received. Alerts are set up by either PINES or your local ACQAdmin. See: **[[acq:adminsettings#line_item_alerts|Line Item Alerts]]**.
-The batch updater is a method to add a specific attribute (or multiple attributes) to multiple copies at one time. There is a batch updater on the purchase order that can be used for multiple (or even a single) line items, as well as one present in the drilled-down Copies link where you can apply a specific attribute to multiple copies within one line item. +
- +
-**Line item batch updater --** +
- +
-{{:acq:pasted:20181022-142310.png?direct&600}} +
- +
-**Batch updater within Copies link --** +
- +
-{{:acq:pasted:20181022-142152.png?direct&400}} +
-{{:acq:pasted:20181022-142103.png?direct&600}} +
- +
-<note important>The batch updater is a **REPLACER**, not an **ADD-TO**. It will replace data in your line item, not add to it.</note> +
- +
-**Use the batch updater when:** +
-  * You want to add just 1 copy to each line item OR +
-  * You want to add multiple copies on one line item that all use the same branch AND fund +
-  * You are using **[[acq:adminsettings#distribution_formulas|Distribution Formulas]]** to add multiple copies with different branches and/or funds +
- +
-**Use the [[acq:lineitemshowto#add_a_copy_to_a_line_item|Copies link]] when:** +
-  * You need to add more than one copy on a particular line item that use different branches and/or funds+
  
-===== PINES Required Fields ===== +<note>Alerts can only be added to line items while the purchase order is still pending. If you add them after it's activated, they won't pop up when the item is received.</note>
-When adding attributes to your line items, there are a few fields that are specified by PINES and there are required values to be used.+
  
-**Shelving Location:**\\ +**To add an alert to a line item:**
-The shelving location should always be the ON ORDER shelving location, no matter what type of material it is.+
  
 +1. Open your purchase order.
  
-**Circulation modifier:**\\ +2. On the line item that you want to add the alert, click the **Notes and Alerts**.
-  * If __not__ using on-order holds, the normal circulation modifier for the type of item can be used. I.e. "book" +
-  * If using on-order holds __and__ 6 month age protection: Use the circulation modifier "on-order6" for all items. +
-  * If using on-order holds __and__ 3 month age protection: Use the circulation modifier "on-order3" for all items.+
  
-<note warning>If you have not specifically set up on-order holds with the PINES Acquisitions Specialist, do **NOT** use either the on-order6 or on-order3 circulation modifiers.</note>+3. The area for Alerts is on the right. Click in the dropdown first to select which type of alert it is. 
 +{{:acq:pasted:20230116-070859.png?direct}}
  
------ +4. You can add comments in the Alert Comments field if you wish.
-//[[acq:lineitemshowto#line_itemshow_to|Back to top]]//+
  
 +5. Click the green **Create Alert** button.
  
 +6. You'll now see your alert below.
  
 +To close the Notes and Alerts box, click the red X on the far right.
  
 +You can now see that your line item has a little red flag next to Notes and Alerts to indicate that there's an alert on this line item.
  
 +{{:acq:pasted:20230116-071608.png?direct&400}}
acq/lineitemshowto.1583173618.txt.gz · Last modified: 2020/03/02 18:26 by tlittle